RFI meeting agenda.pdf

FY 2003…and Beyond

Sewing Machine Parts Project – Request For Information meeting Sewing Machine Parts Project –

Request For Information meeting

January 13, 2009 Government Attendees:

Marie-France Vareilles - General Manager Mike Garnto – Assistant to the General Manager

John Ferguson – Clothing & Textile, PSC Manager Lou Curcio – Textile Manufacturing Specialist

Jeremy Veuleman – Equipment Specialist Freida McClain – Supervisory Contracting Specialist

Shirley Karver – Contracting Specialist Jim Miller – Engineer

Mike Yachera - Engineer

January 13, 2009 Government Attendees:

Marie-France Vareilles - General Manager Mike Garnto – Assistant to the General Manager

John Ferguson – Clothing & Textile, PSC Manager Lou Curcio – Textile Manufacturing Specialist

Jeremy Veuleman – Equipment Specialist Freida McClain – Supervisory Contracting Specialist

Shirley Karver – Contracting Specialist Jim Miller – Engineer

Mike Yachera - Engineer

AGENDA

10.00-10.15 Arrival / Sign-In 10.15-10.30 Introductions 10.30-11.00 Contractual Project Overview

Source Selection Process 11.00-11.00 Technical Project Overview 11.30-12.00 Questions and Answers

(for the Contracting Team and the Technical Team)

12.00 Adjourned

Presenter Presentation Notes Any amendments issued to the solicitation are found at this site.

Note: As a courtesy, UNICOR also publishes solicitations and amendments to their website at www.unicor.gov Sample slide for Federal Business Opportunities Page on the next slide.

It is imperative that this site is checked periodically until the closing date of the solicitation to ensure no amendments have been posted.

DISCLAIMER

Today’s remarks by Government Officials involved in the Sewing Machines Parts Project should not be considered a guarantee of the Government’s course of action in proceeding with the program. The information shared today reflects current Government intentions and is subject to change based on the variety of circumstances including internal and external comments.

The formal solicitation, when issued, is the only document that should be relied upon in determining the Government’s requirements.

PURPOSE

• To ensure a common understanding of:

Government’s requirements Proposal Instructions The Sewing Machine Parts Project approach

• To gather questions and /or comments regarding the RFP

CONTRACTUAL PROJECT OVERVIEW

• Blanket Purchase Agreement (BPA).

• Charge Accounts; Credit Card - Micro Purchases ($3000 and Under) and purchases under a Purchase Order.

Is a 30-day net payment acceptable?

• Performance: Maintenance of a web page to include Unique User IDs and passwords to each of our locations, user friendly system, helpdesk to be available when there are technical issues or when the site is down.

What are the associated costs with such maintenance?

•UNICOR would like to include a clause pertaining Return / Exchange Policy.

What is your policy regarding Return / Exchange items?

•Delivery lead time of 7 days. Is this a realistic lead time for most parts?

(refer to the Pricing Example spreadsheet)

• Each new machine, UNICOR purchases, should be added to the web-site inventory.

What are the associated costs with adding a new machine and its parts to the contract and web-site inventory?

• Sales Records should be categorized by factory (refer to attached Records Maintenance spreadsheet for example).

• Contract duration is Two (2) Base Years and Three (3) option years, if exercised.

• Delivery is expected to all of UNICOR, Clothing and Textile’s factories locations.

•When a solicitation is posted, the document will provided a detailed contractual information.

•The solicitation, when posted, might result in multiple awards

SOURCE SELECTION PROCESS

The Source Selection Process will include the following factors for the Contracting Officer to determine which offer/s present/s the Best Value for the Government.

• Technical Evaluation - Capability to perform the following:

Availability of Parts.

A user friendly web-site.

Evaluation of the vendor’s Management Plan.

Ability to provide images of parts explosion for each machine.

A web page that is ready to be tested for UNICOR’s evaluation process.

Helpdesk availability.

An alternate plan when the web site is down.

• Past performance and technical evaluation factors, when combined, are significantly more important than cost or price.

Ratings are given based on the following:

Timeliness of delivery Contractor’s adherence to contract schedules Quality of the product and service Customer Service

• Price

TECHNICAL PROJECT OVERVIEW

• The parts are to support all of our Factories Nation-Wide.

• A web page should include all of the machines listed in UNICOR’s Master Inventory List and their parts, to be able to order any needed part through a quick search.

•Helpdesk availability.

• Next to each part, UNICOR would like the vendor to describe whether it is a brand-name part of a generic one.

•Next to each part, UNICOR would like the vendor to describe the delivery lead time.

•Ability to save a purchase template (Order in Process) before finalizing the order.

• Vendor must keep track of all nation-wide sales categorized by factory (see attached Records Maintenance spread sheet).

Q&A

PRICING EXAMPLE

Machine Model Part Prices for Price for Price for Price for Price for Delivery within 5-7 days Delivery within 15-20 days Delivery within 30 days Delivery within 60 days Delivery within 90 days

Brother 2NCS A B C

SALES RECORDS MAINTENANCE

Machine Part/Item Price Shipping Price Shipping Date Date of Receipt of Goods Brother 2NCS A $1.00 $0.50 01/13/2009 01/14/2009

B C